Secure by Integrity Limited (SBI) are dedicated to safeguarding the privacy of our visitors and users. This policy aims to explain why we collect, use and process personal data in a safe and secure manner.
All information collected and processed about individuals will be done so with the full knowledge of the individual concerned in line with the General Data Protection Act (GDPR) and for the purpose as set out by their employer/ landlord as part of our contract of services.
Secure By Integrity Limited (company registration number: 8186500) is registered with the ICO (registration reference Z3334224) and audited to BS7858 by SSIAB. We can be contacted via post –PO BOX 4983, Sheffield, S6 9FY or by telephoning 0161 621 7080.
Secure By Integrity Limited (SBI) are a specialist security screening company working in a variety of fields to assist in the screening of third party employees and tenants. All SBI staff are trained and fully screened to BS7858 and have an excellent knowledge and understanding of this complex process.
In addition to specialist and bespoke screening, we are an umbrella body for DBS and process Standard and Enhanced criminality checks.
What information do we collect?
We will collect a variety of personal information, which may include but not limited to-
- Full name and title (including all past names)
- Address (past and present)
- Contact details (phone, email )
- Mothers maiden name
- Date of birth
- Town of birth
- Employment history
- Education history (including certificates and qualifications)
- National Insurance number
- Job title
- Criminal records/ criminal disclosures
- Financial disclosures (IVA, Bankruptcy, CCj’s)
- If known on electoral / voters register
- Members of any regulatory bodies
- ID and documents (passport, Driving Licences, utility bills, bank statements etc)
- Character references
- Company details (including VAT details, insurance and incorporation information)
All data collected is required to allow SBI to carry out the screening checks requested by our clients (your employer/ landlord) and will in some cases be mandatory if the British Standard BS7858 screening level is to be achieved or criminal records are to be checked.
How we collect your personal data
We use a variety of methods to collect your personal data based on the screening type and level required by you or your employer/ landlord. You will be asked to sign either electronically or physically a consent form allowing us to collect, process and share your information with your employer/ landlord where applicable.
Paper – paper application forms submitted via the postal service
We may write to you as part of the screening process using the address provided on your applications form.
Online application forms –you can upload your data using our online portal
Over the phone – you/ we may call (if you are in screening) to ask for clarity, documents or more details relating to your background checks
Email – we may use emails to receive mini bespoke screening files and we may use the email that you provided during your application process to contact you relating to your screening.
We will not contact you for reasons unrelated to your screening process.
How we use your personal data
Your data will be used (with your permission) to carry out the obligations set out between your employer/ landlord and SBI for the purposes of carrying out security checks and may involve using criminal records bureaus and credit/ ID referencing agencies.
SBI enter into agreements with these agencies and they will not use your data for anything other than the purpose defined in the said agreements relating to the services provided to us.
Data and the EU
As part of the screening services provided, we may need to access your information held in countries outside of the EU. The data protection laws may differ from those of the UK. By submitting your application form, you are agreeing to the transfer and processing of your data to any relevant countries outside of the European Union. Reasonable and appropriate steps will be taken to ensure relevant security measures are in place if and where appropriate for example, sending encrypted emails. Whilst every effort is made to keep the transfer of data secure, the internet in not a fully secure method of transfer.
Sharing your personal data
We will obtain references from and we may be required to share limited information with your past employers, educational establishments and character references (name, address and NI number) for the purpose of tracking you in their records.
For auditing purposes, a very small number of random files maybe inspected, as a check against our processes and policies by a regulatory body during an inspection. Any data used will be anonymised for reporting processes. Further information relating to this can be found on our regulatory body (SSAIB) website – www.SSAIB.org. SSAIB are responsible for auditing SBI against the screening standard BS7858.
We will not share or sell your personal data for marketing purposes or any others reason unless:
- We are required to by law
- Our business join, merges or is sold with/to another business.
Retaining, storing and deleting personal data
We keep your data for as long as is reasonably necessary to complete the processes for which it was collected and to satisfy any contractual, legal, auditing, accounting or reporting requirements. Once obligations have expired or sooner where applicable all records will be deleted.
All data is stored on servers within the EEA.
You have certain rights under data protection law briefly summarized below
- Right to access
- Right to rectify
- Right to erase
- Right to restrict
- Right to object and cease
- Right to withdraw consent
Right to access
You have the right to access your personal data using a ‘data subject access request’. We will provide you with a copy of your personal data held by SBI. If you require a copy of your data, please email the ‘data subject access request’ from to email@example.com.
Right to rectify
Inaccurate data can be rectified, reasonable consideration to be given to the purpose of the processing and you can ask for our services to be suspended while you collect the accurate information.
Right to erase
You have the right, in some circumstances, to request your personal data to be erased from all records, for example, if the data is no longer required for its intended purpose, you withdraw your consent to consent based processing, you object under data protection law, the data has been unlawfully processed. You may not have the right to erase if it is required to meet legal obligations.
Right to restrict
You have the right to restrict the processing of your personal data in certain circumstances. For example, accuracy is contested; data no longer requires processing, legal claims.
Right to object and cease
You have the right to object to how we use your data which may cease the screening process.
Right to withdraw consent
You have the right to withdraw your consent at any time during the screening process which will cease all screening services.
There are robust measures in place to minimise and prevent data breaches from taking place. Should a breach of personal data occur (whether in respect of you or someone else) then we must take notes and keep evidence of that breach. If the breach is likely to result in a risk to the rights and freedoms of individuals then we must also notify the Information Commissioner’s Office within 72 hours.
Despite all our efforts, if the need arose, you have the right to make a formal complaint to the Information Commissioner’s Office who can be contacted via their website: ico.org.uk.
If you have any questions regarding this Privacy Statement, you can email us at firstname.lastname@example.org or write to us at Secure By Integrity LTD, PO BOX 4983, Sheffield, S6 9FY.